Privacy Act of 1974; System of Records, 76840-76842 [2023-24511]
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76840
Federal Register / Vol. 88, No. 214 / Tuesday, November 7, 2023 / Notices
counseling services for households
facing or at risk of eviction.
Respondents: Not-for-Profit
Institutions.
Estimated Number of Respondents:
1,500.
Estimated Number of Responses:
1,500.
Frequency of Response: Once.
Average Hours per Response: 0.50
hours.
Total Estimated Burden Hours: 750
hours.
ESTIMATED ANNUALIZED BURDEN HOURS AND COSTS
Information collection/affected public
Form name/form
number,
collection tool
Not for Profit Institutions.
Totals ................
Eviction Counseling
Survey.
.................................
Number of
respondents
Frequency of
response
Average
burden hours
per response
Responses
per year
Annual burden
hours
Hourly cost
per response
(hourly wage
rate)
Total annual
respondent
cost
1,500
1
1,500
.50
750
$53.74
$40,305.00
1,500
........................
1,500
........................
750
........................
40,305.00
Note: The ‘‘Avg. Hourly Wage Rate’’ for each respondent includes a 1.46 multiplier to reflect a fully-loaded wage rate.
B. Solicitation of Public Comment
This notice is soliciting comments
from members of the public and affected
parties concerning the collection of
information described in Section A on
the following:
(1) Whether the proposed collection
of information is necessary for the
proper performance of the functions of
the agency, including whether the
information will have practical utility;
(2) The accuracy of the agency’s
estimate of the burden of the proposed
collection of information;
(3) Ways to enhance the quality,
utility, and clarity of the information to
be collected; and
(4) Ways to minimize the burden of
the collection of information on those
who are to respond, including through
the use of appropriate automated
collection techniques or other forms of
information technology, e.g., permitting
electronic submission of responses.
(5) ways to minimize the burden of
the collection of information on those
who are to respond, including the use
of automated collection techniques or
other forms of information technology.
HUD encourages interested parties to
submit comments in response to these
questions.
C. Authority
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Section 3507 of the Paperwork
Reduction Act of 1995, 44 U.S.C.
chapter 35.
BILLING CODE 4210–67–P
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[Docket No. FR–7077–N–24]
Privacy Act of 1974; System of
Records
Office of Chief Human Capital
Officer, Office of Administration HUD.
ACTION: Notice of a new system of
records.
AGENCY:
Pursuant to the provisions of
the Privacy Act of 1974, as amended,
the Department of the Housing and
Urban Development (HUD), Office of the
Chief Human Capital Officer (OCHCO)
is issuing a public notice of its intent to
establish a Privacy Act System of
Records titled, Performance Review
Board Tool (PRBT). The purpose of
PRBT is to implement and improve
HUD’s system of collecting and
maintaining records for employee’s
performance plans reviewed by the
Performance Review Board(s), i.e.,
rating recommendations and rating
change comments and feedback in
accordance with regulations and the
agencies Senior Executive Service (SES)
and Senior Level (SL) Performance
Program Policy.
DATES: Comments will be accepted on or
before December 7, 2023. This proposed
action will be effective on the date
following the end of the comment
period unless comments are received
which result in a contrary
determination.
SUMMARY:
You may submit comments,
identified by docket number or by one
of the following methods:
Federal e-Rulemaking Portal: https://
www.regulations.gov. Follow the
instructions provided on that site to
submit comments electronically.
Fax: 202–619–8365.
Email: www.privacy@hud.gov.
Mail: Attention: Privacy Office;
LaDonne White, Chief Privacy Officer;
Office of the Executive Secretariat; 451
ADDRESSES:
Colette Pollard,
Department Reports Management Officer,
Office of Policy Development and Research,
Chief Data Officer.
[FR Doc. 2023–24601 Filed 11–6–23; 8:45 am]
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
PO 00000
Frm 00122
Fmt 4703
Sfmt 4703
Seventh Street SW, Room 10139;
Washington, DC 20410–0001.
Instructions: All submissions received
must include the agency name and
docket number for this rulemaking. All
comments received will be posted
without change to https://
www.regulations.gov. including any
personal information provided.
Docket: For access to the docket to
read background documents or
comments received go to https://
www.regulations.gov.
FOR FURTHER INFORMATION CONTACT:
LaDonne White; 451 Seventh Street SW,
Room 10139, Washington, DC 20410–
0001; telephone number (202) 708–3054
(this is not a toll-free number). HUD
welcomes and is prepared to receive
calls from individuals who are deaf or
hard of hearing, as well as individuals
with speech or communication
disabilities. To learn more about how to
make an accessible telephone call,
please visit https://www.fcc.gov/
consumers/guides/telecommunicationsrelay-service-trs.
SUPPLEMENTARY INFORMATION: The
Performance Review Board Tool (PRBT)
is used by HUD to effectively manage
the executive performance program,
ensure we are compliant with regulatory
requirements, and to improve
confidentiality. The Tool will improve
the program and organizational
requirement, provide the mechanism for
compiling current and historical
analytical data, and let the agency to
efficiently conduct and manage the
Performance Review Board’s reviews
and data, under the agency’s Executive
Performance Policies. The Tool will also
allow for bi-annual mid-year
performance reviews.
SYSTEM NAME AND NUMBER:
Performance Review Board Tool,
HUD/OCHCO–05.
SECURITY CLASSIFICATION:
Unclassified.
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Federal Register / Vol. 88, No. 214 / Tuesday, November 7, 2023 / Notices
SYSTEM LOCATION:
Records are maintained at the
following locations: U.S. Department of
Housing and Urban Development
Headquarters at 451 7th Street SW,
Washington, DC 20410–0001.
SYSTEM MANAGER(S):
Bessie L. Williams, Office of
Executive Resource, Office of the Chief
Human Capital Officer (OCHCO), Office
of 451 Seventh Street SW, Room 2184,
Washington, DC 20410–0001. Phone:
(202) 402–3036.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5, Code of Federal Regulations,
430.313)—Training and valuation.
PURPOSES OF THE SYSTEM:
This system lets the Office of
Executive Resources efficiently manage
the Performance Review Board(s) (PRB)
process. Another purpose for this
system is to provide a mechanism for
the recording and storing of annual
performance plans, reviews, rating
recommendations, and feedback in
accordance with HUD Senior Executive
Service (SES) and Senior Level (SL)
Performance Program Policy.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
HUD Employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employment Status, Name, Program
Office, and Appointment Type.
RECORD SOURCE CATEGORIES:
Enterprise Talent Management
System (InCompass).
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ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
1. To a congressional office from the
record of an individual, in response to
an inquiry at the request of that
individual.
2. To contractors, grantees, experts,
consultants, Federal agencies, and nonFederal entities, including, but not
limited to, State and local governments
and other parties, and entities and their
agents with whom HUD has an
agreement, service agreement, or grant
for the purposes of historical analysis
such as: other pertinent and relative
information, in support of program
operations, management, performance
monitoring, evaluation, and policy
development, or to otherwise support
the Department’s mission.
3. To contractors, grantees, experts,
consultants and their agents, or others
performing or working under a contract,
service agreement, grant, cooperative
agreement, or other agreement with
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HUD or under contract to another
agency when necessary to accomplish
an agency function related to a system
of records. Disclosure requirements are
limited to only those data elements
considered relevant to accomplishing an
agency function.
4. To appropriate agencies, entities,
and persons when (1) HUD suspects or
has confirmed that there has been a
breach of the system of records,· (2)
HUD has determined that as a result of
the suspected or confirmed breach there
is a risk of harm to individuals, [the
agency] (including its information
systems, programs, and operations), the
Federal Government, or national
security; and (3) the disclosure made to
such agencies, entities, and persons is
reasonably necessary to assist in
connection with HUD’s efforts to
respond to the suspected or confirmed
breach or to prevent, minimize, or
remedy such harm.
5. To another Federal agency or
Federal entity, when [the agency]
determines that information from this
system of records is reasonably
necessary to assist the recipient agency
or entity in (1) responding to a
suspected or confirmed breach or (2)
preventing, minimizing, or remedying
the risk of harm to individuals, the
recipient agency or entity (including its
information systems, programs, and
operations), the Federal Government, or
national security, resulting from a
suspected or confirmed breach.
6. To appropriate Federal, State, local,
tribal, or other governmental agencies or
multilateral governmental organizations
responsible for investigating or
prosecuting the violations of, or for
enforcing or implementing, a statute,
rule, regulation, order, or license, where
HUD determines that the information
would assist in the enforcement of civil
or criminal laws and when such
records, either alone or in conjunction
with other information, indicate a
violation or potential violation of law.
Records may only be disclosed upon a
showing by the requester that the
information is pertinent to the
investigation.
7. To any component of the
Department of Justice or other Federal
agency conducting litigation or in
proceedings before any court,
adjudicative, or administrative body,
and to another party before such court,
adjudicative, or administrative body;
when HUD determines that the use of
such records is relevant and necessary
to the litigation and when any of the
following is a party to the litigation or
have an interest in such litigation: (1)
HUD, or any component thereof; or (2)
any HUD employee in his or her official
PO 00000
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76841
capacity; or (3) any HUD employee in
his or her individual capacity where the
Department of Justice or agency
conducting the litigation has agreed to
represent the employee; or (4) the
United States, or any agency thereof,
where HUD determines that litigation is
likely to affect HUD or any of its
components.
8. To officials of labor organizations
recognized under 5 U.S.C. chapter 71
when relevant and necessary to their
duties of exclusive representation
concerning personnel policies,
practices, and matters affecting
conditions of employment.
9. To the Office of Personnel
Management (OPM), the Merit Systems
Protection Board (and its office of the
Special Counsel), the Federal Labor
Relations Authority (and its General
Counsel), or the Equal Employment
Opportunity Commission when
requested in performance of their
authorized duties of exclusive
representation concerning personnel
policies, practices, and matters affecting
work conditions.
10. To the National Archives and
Records Administration, Office of
Government Information Services
(OGIS), to the extent necessary to fulfill
its responsibilities in 5 U.S.C. 552(h), to
review administrative agency policies,
procedures and compliance with the
Freedom of Information Act (FOIA), and
to facilitate OGIS’ offering of mediation
services to resolve disputes between
persons making FOIA requests and
administrative agencies.
11. To a court, magistrate,
administrative tribunal, or arbitrator in
the course of presenting evidence,
including disclosures to opposing
counsel or witnesses in the course of
civil discovery, litigation, mediation, or
settlement negotiations, or in
connection with criminal law
proceedings; when HUD determines that
use of such records is relevant and
necessary to the litigation and when any
of the following is a party to the
litigation or have an interest in such
litigation: (1) HUD, or any component
thereof; or (2) any HUD employee in his
or her official capacity; or (3) any HUD
employee in his or her individual
capacity where HUD has agreed to
represent the employee; or (4) the
United States, or any agency thereof,
where HUD determines that litigation is
likely to affect HUD or any of its
components.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Electronic records.
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76842
Federal Register / Vol. 88, No. 214 / Tuesday, November 7, 2023 / Notices
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Full Name.
POLICIES AND PRACTICIES FOR RETENTION AND
DISPOSAL OF RECORDS:
General Records Schedule (GRS) 2.2
Employee Management Records, and
GRS 070 & 071, Acceptable &
Unacceptable records, Disposition
authority Numbers: DAA–GRS2017–
0007–0008 & DAA–GRS 2017–007–009.
GRS 070—Temporary, destroy no
sooner than 4 years after date of
appraisal, but longer retention is
authorized if required for business use.
GRS 071 —Temporary, destroy after
employee completes 1 year of
acceptable performance from the date of
written advance notice of proposed
removal or reduction-in-grade notice.
This disposition instruction is
mandatory; deviations are not allowed.
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
For Electronic Records: Records are
maintained and stored on the
SharePoint environment, which runs on
HUD’s network. These records can only
be accessed based off the user’s rights
and privileges to the system. Records
are on an encrypted database system.
This environment complies with the
security and privacy controls and
procedures as described in the Federal
Information Security Management Act
(FISMA), National Institute of Standards
and Technology (NIST) Special
Publications, and Federal; Information
Processing Standards (FIPS). A valid
HSPD–12 ID Credential, access to HUD’s
Local Area Network (LAN), a valid User
ID and Password and a Personalized
Identification Number (PIN) is required
to access the records. These records are
restricted to only those people with a
role in the PRB Process having a need
to access them in the performance of
their official duties.
For Electronic Records (cloud based):
Records are secured and maintained on
a cloud-based software server and
operating system that resides in Federal
Risk and Authorization Management
Program (FedRAMP) and FISMA
Moderate dedicated hosting
environment. All data located in the
cloud-based server is firewalled and
encrypted at rest and in transit. The
security mechanisms for handing data at
rest and in transit are in accordance
with HUD encryption standards.
RECORD ACCESS PROCEDURES:
Individuals requesting records of
themselves should address written
inquiries to the Department of Housing
Urban and Development 451 7th Street
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16:30 Nov 06, 2023
Jkt 262001
SW, Washington, DC 20410–0001. For
verification, individuals should provide
their full name, current address, and
telephone number. In addition, the
requester must provide either a
notarized statement or an unsworn
declaration made under 24 CFR 16.4.
CONTESTING RECORD PROCEDURES:
The HUD rule for contesting the
content of any record pertaining to the
individual by the individual concerned
is published in 24 CFR 16.8 or may be
obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals requesting notification of
records of themselves should address
written inquiries to the Department of
Housing Urban Development, 451 7th
Street SW, Washington, DC 20410–0001.
For verification purposes, individuals
should provide their full name, office or
organization where assigned, if
applicable, and current address and
telephone number. In addition, the
requester must provide either a
notarized statement or an unsworn
declaration made under 24 CFR 16.4.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
N/A
HISTORY:
N/A.
LaDonne White,
Chief Privacy Officer, Office of
Administration.
[FR Doc. 2023–24511 Filed 11–6–23; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–7070–N–81]
30-Day Notice of Proposed Information
Collection: Youth Homelessness
Demonstration Application; OMB
Control No.: 2506–0210
Office of Policy Development
and Research, Chief Data Officer, HUD.
ACTION: Notice of proposed information
collection.
AGENCY:
HUD is seeking approval from
the Office of Management and Budget
(OMB) for the information collection
described below. In accordance with the
Paperwork Reduction Act, HUD is
requesting comment from all interested
parties on the proposed collection of
information. The purpose of this notice
is to allow for an additional 30 days of
public comment.
DATES: Comments Due Date: December
7, 2023.
SUMMARY:
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Interested persons are
invited to submit comments regarding
this proposal. Written comments and
recommendations for the proposed
information collection should be sent
within 30 days of publication of this
notice to www.reginfo.gov/public/do/
PRAMain. Find this particular
information collection by selecting
‘‘Currently under 30-day Review—Open
for Public Comments’’ or by using the
search function. Interested persons are
also invited to submit comments
regarding this proposal and comments
should refer to the proposal by name
and/or OMB Control Number and
should be sent to: Colette Pollard,
Clearance Officer, REE, Department of
Housing and Urban Development, 451
7th Street SW, Room 8210, Washington,
DC 20410; email
PaperworkReductionActOffice@
hud.gov.
ADDRESSES:
FOR FURTHER INFORMATION CONTACT:
Colette Pollard, Reports Management
Officer, REE, Department of Housing
and Urban Development, 451 7th Street
SW, Washington, DC 20410; email
Colette.Pollard@hud.gov; telephone
number (202) 402–3400. This is not a
toll-free number. HUD welcomes and is
prepared to receive calls from
individuals who are deaf or hard of
hearing, as well as individuals with
speech or communication disabilities.
To learn more about how to make an
accessible telephone call, please visit:
https://www.fcc.gov/consumers/guides/
telecommunications-relay-service-trs.
Copies of available documents
submitted to OMB may be obtained
from Ms. Pollard.
SUPPLEMENTARY INFORMATION: This
notice informs the public that HUD is
seeking approval from OMB for the
information collection described in
Section A.
The Federal Register notice that
solicited public comment on the
information collection for a period of 60
days was published on April 10, 2023
at 88 FR 21204.
A. Overview of Information Collection
Title of Information Collection: Youth
Homelessness Demonstration Program.
OMB Approval Number: 2506–0210.
Type of Request: Revision of a
currently approved collection.
Form Number: Youth Homelessness
Demonstration Application (all parts),
SF 424, SF 424–B, HUD–2993, HUD–
2880, SF–LLL.
Description of the need for the
information and proposed use: The
information to be collected will be used
to rate applications, to determine
eligibility for the Youth Homelessness
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]]>Agencies
[Federal Register Volume 88, Number 214 (Tuesday, November 7, 2023)]
[Notices]
[Pages 76840-76842]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-24511]
-----------------------------------------------------------------------
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-7077-N-24]
Privacy Act of 1974; System of Records
AGENCY: Office of Chief Human Capital Officer, Office of Administration
HUD.
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Housing and Urban Development (HUD),
Office of the Chief Human Capital Officer (OCHCO) is issuing a public
notice of its intent to establish a Privacy Act System of Records
titled, Performance Review Board Tool (PRBT). The purpose of PRBT is to
implement and improve HUD's system of collecting and maintaining
records for employee's performance plans reviewed by the Performance
Review Board(s), i.e., rating recommendations and rating change
comments and feedback in accordance with regulations and the agencies
Senior Executive Service (SES) and Senior Level (SL) Performance
Program Policy.
DATES: Comments will be accepted on or before December 7, 2023. This
proposed action will be effective on the date following the end of the
comment period unless comments are received which result in a contrary
determination.
ADDRESSES: You may submit comments, identified by docket number or by
one of the following methods:
Federal e-Rulemaking Portal: https://www.regulations.gov. Follow the
instructions provided on that site to submit comments electronically.
Fax: 202-619-8365.
Email: [email protected].
Mail: Attention: Privacy Office; LaDonne White, Chief Privacy
Officer; Office of the Executive Secretariat; 451 Seventh Street SW,
Room 10139; Washington, DC 20410-0001.
Instructions: All submissions received must include the agency name
and docket number for this rulemaking. All comments received will be
posted without change to https://www.regulations.gov. including any
personal information provided.
Docket: For access to the docket to read background documents or
comments received go to https://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: LaDonne White; 451 Seventh Street SW,
Room 10139, Washington, DC 20410-0001; telephone number (202) 708-3054
(this is not a toll-free number). HUD welcomes and is prepared to
receive calls from individuals who are deaf or hard of hearing, as well
as individuals with speech or communication disabilities. To learn more
about how to make an accessible telephone call, please visit https://www.fcc.gov/consumers/guides/telecommunications-relay-service-trs.
SUPPLEMENTARY INFORMATION: The Performance Review Board Tool (PRBT) is
used by HUD to effectively manage the executive performance program,
ensure we are compliant with regulatory requirements, and to improve
confidentiality. The Tool will improve the program and organizational
requirement, provide the mechanism for compiling current and historical
analytical data, and let the agency to efficiently conduct and manage
the Performance Review Board's reviews and data, under the agency's
Executive Performance Policies. The Tool will also allow for bi-annual
mid-year performance reviews.
SYSTEM NAME AND NUMBER:
Performance Review Board Tool, HUD/OCHCO-05.
SECURITY CLASSIFICATION:
Unclassified.
[[Page 76841]]
SYSTEM LOCATION:
Records are maintained at the following locations: U.S. Department
of Housing and Urban Development Headquarters at 451 7th Street SW,
Washington, DC 20410-0001.
SYSTEM MANAGER(S):
Bessie L. Williams, Office of Executive Resource, Office of the
Chief Human Capital Officer (OCHCO), Office of 451 Seventh Street SW,
Room 2184, Washington, DC 20410-0001. Phone: (202) 402-3036.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 5, Code of Federal Regulations, 430.313)--Training and
valuation.
PURPOSES OF THE SYSTEM:
This system lets the Office of Executive Resources efficiently
manage the Performance Review Board(s) (PRB) process. Another purpose
for this system is to provide a mechanism for the recording and storing
of annual performance plans, reviews, rating recommendations, and
feedback in accordance with HUD Senior Executive Service (SES) and
Senior Level (SL) Performance Program Policy.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
HUD Employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employment Status, Name, Program Office, and Appointment Type.
RECORD SOURCE CATEGORIES:
Enterprise Talent Management System (InCompass).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
1. To a congressional office from the record of an individual, in
response to an inquiry at the request of that individual.
2. To contractors, grantees, experts, consultants, Federal
agencies, and non-Federal entities, including, but not limited to,
State and local governments and other parties, and entities and their
agents with whom HUD has an agreement, service agreement, or grant for
the purposes of historical analysis such as: other pertinent and
relative information, in support of program operations, management,
performance monitoring, evaluation, and policy development, or to
otherwise support the Department's mission.
3. To contractors, grantees, experts, consultants and their agents,
or others performing or working under a contract, service agreement,
grant, cooperative agreement, or other agreement with HUD or under
contract to another agency when necessary to accomplish an agency
function related to a system of records. Disclosure requirements are
limited to only those data elements considered relevant to
accomplishing an agency function.
4. To appropriate agencies, entities, and persons when (1) HUD
suspects or has confirmed that there has been a breach of the system of
records,[middot] (2) HUD has determined that as a result of the
suspected or confirmed breach there is a risk of harm to individuals,
[the agency] (including its information systems, programs, and
operations), the Federal Government, or national security; and (3) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with HUD's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
5. To another Federal agency or Federal entity, when [the agency]
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
6. To appropriate Federal, State, local, tribal, or other
governmental agencies or multilateral governmental organizations
responsible for investigating or prosecuting the violations of, or for
enforcing or implementing, a statute, rule, regulation, order, or
license, where HUD determines that the information would assist in the
enforcement of civil or criminal laws and when such records, either
alone or in conjunction with other information, indicate a violation or
potential violation of law. Records may only be disclosed upon a
showing by the requester that the information is pertinent to the
investigation.
7. To any component of the Department of Justice or other Federal
agency conducting litigation or in proceedings before any court,
adjudicative, or administrative body, and to another party before such
court, adjudicative, or administrative body; when HUD determines that
the use of such records is relevant and necessary to the litigation and
when any of the following is a party to the litigation or have an
interest in such litigation: (1) HUD, or any component thereof; or (2)
any HUD employee in his or her official capacity; or (3) any HUD
employee in his or her individual capacity where the Department of
Justice or agency conducting the litigation has agreed to represent the
employee; or (4) the United States, or any agency thereof, where HUD
determines that litigation is likely to affect HUD or any of its
components.
8. To officials of labor organizations recognized under 5 U.S.C.
chapter 71 when relevant and necessary to their duties of exclusive
representation concerning personnel policies, practices, and matters
affecting conditions of employment.
9. To the Office of Personnel Management (OPM), the Merit Systems
Protection Board (and its office of the Special Counsel), the Federal
Labor Relations Authority (and its General Counsel), or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties of exclusive representation concerning
personnel policies, practices, and matters affecting work conditions.
10. To the National Archives and Records Administration, Office of
Government Information Services (OGIS), to the extent necessary to
fulfill its responsibilities in 5 U.S.C. 552(h), to review
administrative agency policies, procedures and compliance with the
Freedom of Information Act (FOIA), and to facilitate OGIS' offering of
mediation services to resolve disputes between persons making FOIA
requests and administrative agencies.
11. To a court, magistrate, administrative tribunal, or arbitrator
in the course of presenting evidence, including disclosures to opposing
counsel or witnesses in the course of civil discovery, litigation,
mediation, or settlement negotiations, or in connection with criminal
law proceedings; when HUD determines that use of such records is
relevant and necessary to the litigation and when any of the following
is a party to the litigation or have an interest in such litigation:
(1) HUD, or any component thereof; or (2) any HUD employee in his or
her official capacity; or (3) any HUD employee in his or her individual
capacity where HUD has agreed to represent the employee; or (4) the
United States, or any agency thereof, where HUD determines that
litigation is likely to affect HUD or any of its components.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic records.
[[Page 76842]]
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Full Name.
POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
General Records Schedule (GRS) 2.2 Employee Management Records, and
GRS 070 & 071, Acceptable & Unacceptable records, Disposition authority
Numbers: DAA-GRS2017-0007-0008 & DAA-GRS 2017-007-009. GRS 070--
Temporary, destroy no sooner than 4 years after date of appraisal, but
longer retention is authorized if required for business use. GRS 071 --
Temporary, destroy after employee completes 1 year of acceptable
performance from the date of written advance notice of proposed removal
or reduction-in-grade notice. This disposition instruction is
mandatory; deviations are not allowed.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
For Electronic Records: Records are maintained and stored on the
SharePoint environment, which runs on HUD's network. These records can
only be accessed based off the user's rights and privileges to the
system. Records are on an encrypted database system. This environment
complies with the security and privacy controls and procedures as
described in the Federal Information Security Management Act (FISMA),
National Institute of Standards and Technology (NIST) Special
Publications, and Federal; Information Processing Standards (FIPS). A
valid HSPD-12 ID Credential, access to HUD's Local Area Network (LAN),
a valid User ID and Password and a Personalized Identification Number
(PIN) is required to access the records. These records are restricted
to only those people with a role in the PRB Process having a need to
access them in the performance of their official duties.
For Electronic Records (cloud based): Records are secured and
maintained on a cloud-based software server and operating system that
resides in Federal Risk and Authorization Management Program (FedRAMP)
and FISMA Moderate dedicated hosting environment. All data located in
the cloud-based server is firewalled and encrypted at rest and in
transit. The security mechanisms for handing data at rest and in
transit are in accordance with HUD encryption standards.
RECORD ACCESS PROCEDURES:
Individuals requesting records of themselves should address written
inquiries to the Department of Housing Urban and Development 451 7th
Street SW, Washington, DC 20410-0001. For verification, individuals
should provide their full name, current address, and telephone number.
In addition, the requester must provide either a notarized statement or
an unsworn declaration made under 24 CFR 16.4.
CONTESTING RECORD PROCEDURES:
The HUD rule for contesting the content of any record pertaining to
the individual by the individual concerned is published in 24 CFR 16.8
or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals requesting notification of records of themselves should
address written inquiries to the Department of Housing Urban
Development, 451 7th Street SW, Washington, DC 20410-0001. For
verification purposes, individuals should provide their full name,
office or organization where assigned, if applicable, and current
address and telephone number. In addition, the requester must provide
either a notarized statement or an unsworn declaration made under 24
CFR 16.4.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
N/A
HISTORY:
N/A.
LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2023-24511 Filed 11-6-23; 8:45 am]
BILLING CODE 4210-67-P
